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HomeMy WebLinkAboutCCMinutes_2005_03_01 331 Brookings City Council Minutes March 1, 2005 Joint Meeting with Park& Recreation Board. The Brookings City Council held a joint planning meeting with the Paxk and Recreation Board on Tuesday, March 1, 2005 at 5:30 p.m. at City Hall with the following members present: Mayor Scott Munsterman, Council Members Tom Bezdichek, Tom Bozied, Tim Reed, Julie Whaley, Doris Roden, and Mike McClemans. Park and Recreation Board members and staff, the City Manager Alan Lanning, City Attorney Steve Britzman, and City Clerk Shari Thornes were also present. The two groups reviewed current issues and projects to include the Aquatic Center,the Capital Improvement Plan,the proposed high school pool expansion,non-traditional funding sources, trends in park usage,the Senior Citizen Center, and the Mayor's Council on Community Wellness activities. The City currently uses the pool for swimming lessons offered through the Park and Recreation Dept. The school district may seek city funding for a separate access and dressing rooms in the High School Pool renovation. CM McClemans asked for updates on what has been spent and what needed to finish Moriarty Park, the Soccer Fields, and the Ice Arena parking lot. The Council and Board discussed event rentals at the Senior Citizen Center. Wedding receptions are currently allowed, but alcohol cannot be served. The Senior Board is considering additional options. Planning Session. The Brookings City Council held a planning meeting on Tuesday,March l, 2005 at 6:30 p.m., at CiTy Hall with a11 the Council members present. The following additions were made to the agenda: an executive session for pricing and marketing and a discussion on fire apparatus. Fire Truck Bids. Alan Lanning, City Manager, provided an updated 25% second penny analysis, a 5-year city capital improvement plan,and a list of all city assets. LETTING DATE: 1:30 .m. Tuesda Febru 1 2005 Bid Bond - X-Both Bidders Item Bid Bidder Bid Add or Deducts Amount 1. Rescue Crimson/M & T $360,495 Days=240 Pumper Safety Rosenbauer/Central $344,134 Days =295 2. Initial Attack Crimson/M&T $318,135 Days=270; Add $5,818.00 for Safety available chassis; Deduct $2,000.00 for Demo allowance. Rosenbauer/Central $272,734 Days=295 3. Heavy CrimsonlM& T $374,674 Days = 240; Deduct 10,343.00 for Rescue Safety smaller engine & transmission. Deduct 624.00 for cab rear tread late. Rosenbauer/Central $330,747 Days= 325 4. 100-105' Crimson/M&T $726,578 Days=330 Aerial Safety Rosenbauer/Central $671,809 Days=345 Total Bid Crimson/M& T $1,779,882 ' Safety Total Bid RosenbauerlCentral $1,619,424 Prepay Chassis (-28,364)_ $1,591,060 � � A motion was made by Roden, seconded by Reed, to reconsider the February 22, 2005 bid: to award the bid to M&T Fire Safety, Inc. for Crimson Fire, a Spartan Company, for the following Brookings Fire dept. equipment, based on the recommendation on the fire chief that the lower 3 � 2 bid does not substantially perform to the specifications (See "Fire Truck Recommendation" on file in the Clerk's office): 1. Rescue pumper vehicle for $360,495. 2 Initial Attack vehicle for$318,135, adding $5,818 for available chassis and deducting $2,000 for demo allowance. 3. Heavy rescue vehicle for$374,674, deducting $10,343 for small engine &transmission, and $624 for cab rear tread plate. 4. 100 foot Aerial vehicle for$726,578. For a Total bid of$1,779,882. Discussion: CMRoden commented that for the following reasons she was reversing her stand on the fire truck bids. Health and safery issues are the Council's number one concern. She was convinced that the funding questions had been resolved. Questions were raised about the fairness of the bid process, but noted that the losing bidder had no problems. She said if a manufacturer responds to an RFP, they must follow the bid parameters, otherwise take the chance of being rejected. CM Reed said the sales tax information helped his decision. He was concerned about spot purchases without a good plan. He noted that he wild want to be certain during the nezt budget cycle to carefuldy review the city's S year plan. He also asked that all local institutions be solicited regarding the truckfinancing. CM McClemans expressed concern regarding the accuracy of the sales tax projection badances. CMBozied said he was surprised by the reaction over the last week. He noted that 2 years ago the Council approved a heavy rescue vehicle and it fell through. During the budget cycle the City Manager presented a fire truck replacement plan which he thought was too ambitious. If the money is there and the Council consensus is to move forward, he would support that. He noted that all the frremen are volunteers and deserve the best equipment. The Council also has the responsibility to do what is fiscally sound. He supports the best equipment for the fire dept. His only remaining problem is with accepting the higher bid. CM Bezdichek compared the Brookings Fire Department against state and national statistics. Fire spending per capita nationally is$82 and$39 in South Dakota. Brookings was$26.63 in 2001, $26.06 in 2002, $22.88 in 2003 and$22.77 in 2004. Brookings is 260%below national average and 71%less in the state. He also noted recent SDSU, business, and industrial expansions that require fire protection. CM Whaley praised the firemen and thanked the city stafffor their hard work on this issue. Mayor Munsterman said the revised financial information was helpful to him. His major concerns from the previous week had been answered. ACTION: On the motion to reconsider, all present voted yes; except Bozied; motion carried. On the original motion of February 22, 2005: a11 present voted yes; except Bozied,motion carried. ACTION: A motion was made by Bozied, seconded by Whaley,to request the city manager direct the Fire Department to make an assessment of the vehicles they aze having problems with and transport those vehicles by any means to a repair facility and spend whatever is necessary to get them in safe working order. All present voted yes; motion carried. Boys and Girls Club. Dennis Micko, Club representative,requested a long-term lease of 3 acres of city-owned property east of the Mickelson Middle School for the new Boys and Girls Club. He cited the Club's expansion statistics and the need for a larger facility to meet the needs of the organization. The new facility would include a physical education program. The Board determined this was an ideal site because it is on the bus route and adjacent to the Middle School. 33 � The Council asked the Club to work closely with the City Park and Recreation Department to ensure there aren't prograinming overlaps. They were also urged to involve the children in the prograinming planning process. Ownership of the building and the land was discussed. Ownership of the building is negotiable if the city shared in the cost. The city has invested approximately $75,000 in the land. The City Attorney recommended an"exit strategy"if the club were to close. Gifting the land to the club was suggested; however, the City Manager discouraged the Council from giving away the land recommended a long-term lease option instead. He also said the city won't be able to commit any money to the building construction until after 2014. ACTION: The City Attorney will draft a lease agreement for Council action. Third B: A motion was made by Munsterman, seconded by Reed, that a minimum of$35,000 be utilized out of the Third B funds for university activities within the context of the City Council's five year promotional plan. All voted yes; except Bozied; motion carried. Promotional Plan. Mayor Munsterman presented the following draft Promotional Plan for review and discussion. DRAFT Proposal Current Organizational Structure* CVB is under the Chamber Board of Directors and has a subcommittee for CVB activities. The Swiftel Center is under the management of the Brookings Event Center Board. The boazd contracts with Compass Management,the administrator of the human resource aspect of the operation. Compass also provides marketing and other consultative services as well. The Chamber and DBI also provide promotional activities. * Under the current structure, no single organization coordinates all promotional activity within Brookings. DRAFT Proposal Proposed Organizational Structure The CVB is an organization, bid by contract every 5 years, on the following basis: Space, Governance, a Public and Private Financial Partnership and 5-year planning involving all promotional entities in the region. The organization awarded the CVB contract will be responsible for 5-year planning and fundraising(in kind, cash, etc.) for the promotional plan. Performance measurements will be identified and utilized. Since all promotional entities must be involved in the planning process,this unifying effort will produce collaboration and team building around common goals. • Under this structure, the CVB is the primary promotional entity. o It operates on a plan developed with input from all promotional entities. • The CVB is managed by the organization awarded the bid. o This organization provides the leadership for developing a comprehensive promotional plan per the contract. • The CVB develops and directs the new position `Community Events Coordinator'. • The City Promotional Board provides event planning for the CVB and Swiftel Center. o Board Membership consists of ■ 3 members from the SDSU student body ■ 6 other members (origin to be determined) o Funding: BBB receipts will total�$460,000 for 2006. Need to identify allocation: ■ New CEC position: • The CEC will report directly to the CVB Director. • The function of this position would be to create and facilitate intercommunity events in conjunction with State,Regional and National events contracted by CVB. These intercommunity events would elevate quality of life and enhance economic impact. • Specific Duties of CEC: o Assemble ad hoc committees for special events, such as Sta.te Girls Gymnastics, Harvest Festival, State Tournaments,Air Show, Car Show, Swiftel events. Schedule and conduct � � � meetings to motivate and direct volunteers. See to completion hospitality and facilitation needs in conjunction with large events. o Work closely with SDSU to facilitate and assist with special visitor events. o Receive files on secured contracts of conventions and events from CVB Director and assemble `add-on' or facilitation events with Main Street and/or SDSU and/or Swiftel, etc. to enhance and increase economic impact(such as an awards banquet for AAU Wrestling)...lining up a photographer....food sponsors, etc. o CEC would be responsible for scheduling step-on guides, McCrory Guides and coordinate with DBI for downtown treasure tours for motor coaches and familiarization tours confirmed and contracted into hotels by CVB Director. o CEC would be responsible for ongoing press releases and announcement of upcoming events to make sure retail and local merchants are prepazed. ■ BB (lst 2B's) funding goes towards overhead, staffing and some attraction ■ 3`d B funds for new attraction effort with University activity ■ Other promotional uses • The Swiftel Center is under the direction of the City Manager. o Director takes part in city leadership team meetings, etc. o The city contracts directly with Compass Management. o City owned facility. o City funds operation. No action was taken. Plan is draft only. The Mayor hopes to have the plan finalized by fa112005 or 2006. Technical Services Agreement: Alan Lanning reviewed a draft technical services agreement that he recently presented to city officials in neighboring communities. He noted that not all the mayors found value in the economic development component of the Model and other support services the city could offer had more value to them. Based upon a fee paid to the Model, each participating community would receive a menu of services. These services are intended to provide consulting types of equipment expertise rather than physical labor type services. Additionally,types of equipment would be made available on a scheduled basis; however, Brookings city operations would take precedence in all cases. He noted that code enforcement is a big issue for many of these communities. Dennis Micko, Banner and Associates, commented that his firm provides engineering services to most the communities in the county. Lanning said the City would not try to compete with any business and would provide items such as zoning consultation, code enforcement, and plan review. � Draft Off-Sale Liquor Onerating Agreement. Lanning presented a draft agreement for Council review. The next steps would be adoption of the agreement, development and implementation of the advertising process,review of applicants, and final action. Concerns and questions were raised about the following issues: ■ Inclusion of credit checks and the city's credit policies. ■ Requiring all agreement holders use the electronic identification machine used to verify age. ■ Some corporations already have the limit of licenses they are allowed to hold in the state. ■ If successfully challenged,the city could lose the ability to charge the 10 and 11% markup. Roden requested careful review of the legal challenges to ensure that the city couldn't lose the agreements and/or markup. Larger corporations used to buying their liquor directly may challenge the requirement to purchase at the Brookings Liquor Store. ■ Bezdichek and Roden remained opposed to the agreement and proposed action. ■ Lanning said the BMLS will not warehouse product for their competitors. Charging a stocking fee was suggested. He reiterated that the operator should do proper planning 33 � and that the BMLS would not help any operators compete with the BMLS. The City is already issuing a license to run a competing liquor store. ■ Are the hours of operation listed? Are they the same as the BMLS or state law? ■ Are insurance limits adequate? ■ Roden said the Council should define a measurement of success before putting this agreement into effect. Munsterman said increased sales and continued net profit in our liquor store would be his measurements. ACTION: The majority of the Council was ready for Council action on the agreement. Investment Policv. Council Member Bozied asked the City Manager provide a review of the investment policy and recent administrative decisions made regarding investments. He further asked for clarification on how the city decides to invest money without competitive bidding. Lanning reviewed the City's investment policy adopted by Council noting that the policy gives him the authority and discretion to make investment decisions. He reviewed the parameters of the policy noting compliance with all items. He further commented that since implementation of the new investment approach,the city has doubled its investment yield with 4.32% as the highest rate,which will result in an additional $300,000 income in 2005 for the city and hospital. 2004 Annual Renorts from Citv Boards, Committees and Commissions. The Council reviewed the 2004 annual reports from the City's Volunteer& Compensated Boards, Committees, and Commissions. No action was taken. Roden referenced the Traffic Safety Committee Report and asked about the outcome of her earlier question about traffic accident counts for the 6�'Avenue and 7�' Street intersection. Executive Session. A motion was made by McClemans, seconded by Reed,to enter executive session for pricing and marketing strategies at 9:15 p.m. with the full council, city manager, city attorney, and city clerk present. All present voted yes; motion carried. A motion was made by Bozied, seconded by Reed,to leave executive session at 10:00 p.m. All present voted yes; motion carried. No further action was taken. Adiourn. A motion was made by McClemans, seconded by Whaley,to adjourn. All present voted yes; motion carried. Meeting adjourned at 10:00 p.m. o,�Q ��rr o City o k' gs . F �o;. 1ti�ctis..,, -.. �.2�p � °,."� v.= l 9�y ;�-'� °'•T,T S���y D. M terman,Mayor Gl H• •• `� c��/l� hari Thornes, Brookings ity Clerk